November 2018 Minutes
Navenby With Skinnand Parish Council Meeting Minutes
Date/ Time: Tuesday 6th November 2018, 7pm.
Location: The Parish Office, The Venue, Grantham Road, Navenby.
Present(Cllrs): Mr K Gunning, Chairman; Mr B O’Sullivan, Vice Chair; Mr S Woollas; Mr K Lamyman; Mr G Morris; Mr A Watts; Mr S McDonald, Mr M Burt, Mr C East, Ms S Letham(Clerk).
In Attendance: 1 Representative of the Navenby Bowls Club.
Absent/Apologies: None
1. Chairman’s Welcoming Remarks
The Chairman welcomed everyone to the meeting.
2. Public Session
Discussion & Actions are referenced at Agenda Item No 15 under Open Session..
3. Apologies for absence and declarations of interest in accordance with the requirements of the Localism Act 2011. Consider any applications for dispensations in relation to disclosable pecuniary and/or prejudicial beneficial interests.
None.
4. To consider and sign the minutes from the previous Parish Council Meeting, held on Tuesday 2nd October 2018
It was proposed by Cllr Burt and seconded by Cllr O’Sullivan and therefore Resolved that the minutes from the previous Parish Council meeting, held on Tuesday 2nd October 2018, should be accepted as a true record of the meeting.
5. To consider the financial report and authorise payments (Appendix A).
Discussion took place regarding the transactions listing presented for the month of October 2018. In respect of the Grounds Maintenance services provided – the Council queried works undertaken at The Headland & who was responsible for the open space on Ermine Drive. The Clerk took an action to investigate both queries. Edge Reconciliation up to 31 Oct 18 – the Clerk advised this had been successfully carried out and read out the balance of each account. Ongoing issues with the Co-Op Bank were now resolved and the Clerk was able to access on—line banking. It was proposed by Cllr East, seconded by Cllr Watts and therefore Resolved, that all expenses listed in appendix A should be authorised to be paid.
6. To consider the Clerk’s report.
Please see Appendix B.
Actions in respect of:
Ser No 8 - Draft ACTs SLA. Clerk to hasten Venue Manager for final version.
Ser No 10 – Draft Bowls Club SLA, Clerk to hasten Venue Manager for sight of DRAFT SLA document.
Ser No 13 – NPC Cascade List. Clerk to draw up a POC list for NPC personnel.
Play Areas. Cllr East to confirm repairs carried out.
Street Lighting Reports:
a. Maidenwell Close – Clerk to contact Highways and hasten tree arboreal works.
b. Belisha Beacon on High Street – Clerk to contact LRSP & hasten repair of u/s light.
c. Street Light on ramp leading to primary School – Clerk to report fault.
7. To consider updates from District/County Councillors.
No updates were received.
8. To consider updates from local police.
Report received for the period 2nd October 2018 to 6th November 2018 detailed only 1 recorded crime. Namely, an incident of Commercial Burglary – Disc Cutter & Whacker Plate stolen from secured shed of building site on Green Man Road, Navenby on 2nd/3rd October 2018.
9. To consider planning Applications
Please see Appendix C:
Actions in respect of:
18/1459/HOUS – The Old School House. Clerk to hasten Planning Enforcement Officer for an update on progress.
18/1285/VARCON – Land at 10 East Road. Clerk to investigate and report on outcome of Planning Application for 14 East Road previously submitted.
18/1264/TCA – Tree Works @ The Grainary, Tenter Lane. Clerk to hasten why no drawings have been submitted.
10. To consider correspondence.
Please see Appendix D:
The matters arising from the Correspondence were:
Item No 9 – Parish Highway Verge Cutting Scheme 2019/20, Clerk to advise formally that NPC declines the offer.
Item No 11 – Ermine Drive No Ball Games Sign, Clerk to advise resident that the grass is a formal open space without NPCs responsibility.
Item No 14 – Publication of Electoral Role 2018/19, Clerk to complete and forward paperwork to NK.
Item No 15 – Green Man Road Construction Traffic, Clerk to hasten Linden Site manager regarding control of heavy traffic when entering & exiting site.
Item No 24 – Grit Bin Filling, Clerk & Cllr Woollas to review Grit Bin map and ascertain location and condition of existing stocks before responding formally.
11. To consider the Audited Accounts of The Navenby Town’s Farm Trust.
The Chairman read out the details of the Independent Examiners report, as well as the other accompanying paperwork. No observations or comments were made by the Council. The chairman asked that the report be held in the office in case anyone should wish to view them.
12. To consider the appointment of Trustee for Navenby Town’s Farm Trust.
The Chairman read out the details in respect of the new appointment of a Trustee for the Navenby Town’s Farm Trust. The Council endorsed the appointment and asked that the Clerk formally confirm in writing to the Town’s Farm Trust Chairman.
13. To consider a request for NPC to join the Parish Agreement Highway Verge Cutting Scheme for 2019-20.
The Chairman read out the details regarding the proposal that NPC look to take over control of Highway Verge Grass Cutting. After discussion it was decided that the responsibility was best left “as is” and that the Clerk should formally respond to Highways declining the offer.
14. To consider the future requirement for the locking & unlocking of Gates at North Lane Playing Field.
Discussion took place regarding the current requirement for the locking & unlocking of the Gates. It was agreed that for a trial basis commencing on the 1 Dec 18 the practice would be suspended and the need reviewed in the coming months. The Council made the decision with due regard to Section 17 Crime & Disorder 1998. The Clerk took an action to formally advise Mr Parish of NPCs decision.
15. To discuss the current refurbishment of The Navenby Bowls Club.
Open Session
The Chairman welcomed the representative from the Navenby Bowls Club and asked that he update the Council with progress on the refurbishment of the Bowls Club facility. First off, the representative apologized to NPC for the lack of communication with The Venue etc regarding deliveries to the Site. Moving forward the intention was to have regular dialogue with the Parish Office & the Venue. Discussion took place regarding damage to the adjacent playing field from delivery vehicles. The representative advised that they were in discussion with the Venue Manager and the matter would be addressed & resolved. Planning Approval had been received and was valid for 5 years. He went on to advise that the new Club House was in position and that electrics & water were connected. Work was in progress on the new fitted kitchen and quotes were being obtained for the landscaping.
On a separate issue the representative advised the Bowls Club, in order to seek security of tenure for 20 years, had had a formal DRAFT Lease drawn up and produced a copy for NPC & The Venue Trustees to review. It was to be noted that the document had come at a cost and any changes to it would also cost. Any comments or amendments were to be returned to Bowls Club ASAP.
The Venue Alcohol License – the Bowls Club representative asked if this also could cover the Bowls Club. The Chairman advised that the License purely covered the Venue.
Closed Session
Draft Lease – the Chairman asked that the Clerk to scan the Lease document & e mail to all Councillors ASAP. All Councillors were asked to review and provide comment by the date of the next meeting.
Draft SLA – the Chairman asked that the Clerk hasten the Venue Manager to ascertain progress with the DRAFT SLA document they had produced a few months ago.
16. To discuss the EON Maintenance Report highlighting street lighting defects (delayed from Oct 18 meeting).
The Chairman read out the details of EONs maintenance report concerning the condition of a number of Street Lights in the Village. After consideration it was agreed that NPC should proceed with all of the repairs highlighted in the report. It was proposed by Cllr Gunning & seconded by Cllr and therefore Resolved that the street light repairs should be completed within FY 18/19. The Clerk took an action to contact Gill Corner @ E.ON and advise that NPC wished to proceed ASAP and that the work ideally should be completed within the FY.
17. To consider the proposed Winter Self-Help & Mutal Aid Scheme for Winter 2018-19 from LCC.
Discussion took place regarding participation in the Self-Help scheme. It was decided that a review of existing SALT/GRIT stocks be carried out ASAP. Cllr Lamyman took an action to check the condition of stocks. The Clerk took an action to confirm with the VENUE Manager whether there was spare capacity in the Venue stores to hold additional SALT supplies. Once condition of existing stocks and possible extra storage was confirmed, the Council would look at the requirement for equipment & personnel to distribute the SALT around the village in adverse weather. The response deadline of the 30 Nov 18 was noted.
18. To consider the purchase of an IT License from EDGE for Internal Auditor access.
The Clerk advised that since receipt of the letter from Edge, NPCs Internal Auditor had offered to purchase a License in her own right for multiple use. It was therefore agreed not to proceed with a separate purchase.
19. To consider participation in the new Government backed Emergency Incident Text Alerting System.
After discussion, it was decided that it would be beneficial to provide 2 points of contact to Lincs Fire & Rescue and both the Chairman & Vice Chair offered to participate in the scheme. The Clerk took an action to obtain contact details and forward to Lincs Fire & Rescue.
20. To consider the Budget requirement for 2019-20 and a agree a date for submission of funding requests.
The Chairman advised all Portfolio Holders that it was now time to review their Budget requirements for next FY (2019/20). It was agreed that all Cllrs would review their requirements and submit their bids (appropriately detailed) by 30 November 2018.
21. Update from Portfolio Holders:
a. Cemetery
Nothing to report.
b. Highways
Litter Bins - The Clerk advised that she had received several enquiries from residents regarding the new Dog Bins on Chapel Lane and the fact that they were not clearly labelled as being dual purpose. Clerk to mention to NK (Jenny Bailey). Also, the Clerk took an action to obtain the cost of purchasing a new bin to replace the one located on the pathway from Doncaster Gardens to the Venue which was rusting at the base.
c. Youth Club
ACTS SLA – the Clerk took an action to hasten Venue Manager regarding the final version of the SLA.
d. Navenby Car Scheme
Nothing to report.
e. Play Areas
Twenty Row/North Lane – Climbing Frame/Slide combined. Cllr East to survey current condition of equipment to ensure that all repairs have been completed and report back to the Clerk.
Co-Op Community Fund – Cllr Lamyman advised that he had completed an application form and asked that the Clerk despatch asap. Previous applications had successfully secured additional funding for the Play Areas.
f. Schools House Trust.
Nothing to report.
g. Cliff Cluster
Cllr Watts confirmed that the 2019 Cliff Cluster meeting dates were confirmed as follows:
22 Jan, 30 Apr, 16 Jul & 17 Oct
NB – All meetings would be held in the Village Office and would be FOC to the Cliff Cluster.
h. Library
Nothing to report.
i. Cliff Cluster Centenary 2018 – Navenby Event.
The Chairman thanked all Cllrs & residents responsible for organising the Centenary Event and read out a letter of thanks from a Navenby resident. Cllr East also passed on his thanks to his “elves” for their greatly appreciated efforts in making the event such a huge success. Cllr Burt advised that a total of £85 had been raised and forwarded to SAFA @ RAF Cranwell.
Cllr East advised that an Invoice for £10 had been received from the Venue in respect of cleaning charges following the Event. It was agreed to defer consideration of the Invoice until the next Venue Trustees meeting.
The Chairman thanked all present for their participation and declared the meeting closed at 21.20pm.
Date & Time of next meeting to be the 4th December 2018 @ 7pm.